How Can a Virtual Assistant Help You?

Life as an entrepreneur is incredibly rewarding, but there are times when it can be overwhelming. Many entrepreneurs feel pressured into being a "Jack or Jill of all trades." However, in reality this does not exist. We all have our weaknesses and strengths; therefore, you need to focus on your strengths.

For example, if you are a lawyer you probably made the decision to start your own practice because you crave flexibility and the freedom to take on cases that you desire. However, if you are spending the majority of your time promoting your practice by writing sales letters, designing newsletters, making sure your bookkeeping is in order-who is meeting with your prospects and clients? Although the aforementioned tasks need to be completed it is not necessary that they be performed by you.

According to the U.S. Small Business Administration (SBA), the average small business owner spends up to 40% of their time on routine administrative tasks. Many small business owners may argue that these tasks have to be completed by them because they cannot afford to hire employees. Entrepreneurs are not aware that they can receive the help they need without the hassle of hiring an employee or hiring a temp from a staffing agency. You can accomplish this feat by hiring a Virtual Assistant.

Virtual Assistants (aka VAs) are highly qualified professionals dedicated to providing top notch administrative and/or creative support to small companies and solopreneurs without being located in your office. Virtual Assistants are able to support you from their own office by using various methods such as email, project management software, telephone, etc. that enable them (Virtual Assistants) to stay in contact with you. Virtual Assistants are only paid for the time it takes them to perform the duties requested by you and the terms stipulated in the contract.

Small business owners from a variety of industries are discovering the benefits of hiring a Virtual Assistant due to their flexibility and range of expertise. Therapist, Lisa Claudia Briggs, has a private practice called Intuitive Body (http://www.intuitivebody.com/ ) and is currently working with a Virtual Assistant. "My Virtual Assistant is in Canada and I am in Massachusetts. I hired her because I find the technical challenges and details involved to stay on top of maintaining an internet business truly overwhelming. I need to spend my time writing new content, working with clients, and developing programs-anything regarded to web design, development, or maintaining my membership site takes my Virtual Assistant so little time and saves me countless hours of intense frustration."

Life and business coach, Theresa Swift, owner of Swift Resolve Coaching (www.swiftresolvecoaching.com), chooses to hire a Virtual Assistant for tasks that are repetitive or that she does not enjoy. Swift typically has the

virtual assistants she hires to perform tasks such as responding to email, market research, creating flyers and letters, etc. "I also use them for brainstorming (i.e. marketing methods), because Virtual Assistants work with many business owners and have a sense of what works and new ideas."

Small business owners that hire Virtual Assistants often learn that a Virtual Assistant enables them to work with someone else who also shares their desire and passion for their company to be successful. Briggs states, "I am a big advocate of hiring the right Virtual Assistant because it has saved me so much time and money. If I had to hire a copywriter plus a designer, and a graphics person or a developer, it's just too many people and too confusing. Having a central person to oversee and perform these functions is a lifesaver. The challenges of running an online business change constantly, the new social media scene alone can be time consuming. Having a Virtual Assistant to manage so many aspects of my business makes it possible for me to have an online business-there is no way I could do it all myself. She is essential to my business and wellbeing."

Briggs is absolutely correct-there is no way you can do everything by yourself. Which is why Dr. Paul E Adams, author of Learning to Let Go and Delegate states, "It is impossible to expand unless you learn to delegate." Delegation will help you to be more efficient in providing services to your clients and increasing your ability to expand. Some entrepreneurs become so accustomed to completing tasks on their own that they may have a hard time assigning responsibilities to others. Small business owners cite trust as the main reason why they would be hesitant in hiring a Virtual Assistant. Virtual Assistants do understand the reluctance of those who fear that the Virtual Assistant they hire may not perform the duties they assign them.

However, small business owners can take comfort in knowing that a Virtual Assistant will do their job because in order for a Virtual Assistant to be successful, they must do everything in their power to stress their ability to fulfill your needs. Virtual Assistants accomplish this feat by effectively communicating with their clients based upon the client's method of preference (i.e telephone, email, project management software, etc.). There are many other effective ways that a Virtual Assistant can and will customize their services to ease their client's fears.

For example Misty Weaver, Partner of 5 Elements Design (http://www.esmallhouseplans.com), believes another way Virtual Assistants can ease the fear of small business owner's reluctance in hiring Virtual Assistants is by proving themselves. "Offer to help on a project so they can see exactly what you are capable of doing. It's hard for a company to accept that someone they can't physically see is actually doing the work they are required to do. You have to be open to starting very small and going above and beyond to gain their trust." Swift also added that virtual assistants need to, "Stress confidentiality and privacy with personal data, customer data customer and marketing data. Give examples or client stories that demonstrate the trade-off between time and money."

Not having to worry about the overhead cost of running a business is making many small business owners increasingly eager to the idea of hiring Virtual Assistants over employees. "Hiring an employee is not an option for me," said Briggs. "I found my Virtual Assistant on the Internet. I think it's essential that their websites have enough of their voice and personality so small business owners can assess whether the Virtual Assistant is a good match for their style of working and communicating. When I saw my Virtual

Assistant's website, I knew she was creative and original and able to write copy which was important to me. In any business, word of mouth is the best way to promote oneself. Solopreneurs like me depend on their assistants in so many ways and those referrals are priceless."

Although Briggs found her Virtual Assistant on the Internet, Swift suggests another way to find a Virtual Assistant is by networking with small business associations and chamber of commerce. She prefers Virtual Assistants take the direct approach in promoting their services. "State specifically what they (Virtual Assistants) can do via whatever marketing method they are using to promote their business. Oftentimes, people do not know what tasks a Virtual Assistant will perform. I spoke with another small business owner who was surprised that I use a Virtual Assistant. He wondered in what capacity they're used. Our conversation opened up some ideas for him."

Virtual Assistants are used in various capacities and have a wide variety of flexibility which can be tailored to meet your needs (i.e. can be hired to work specific hours). Search engines and forums such as the Virtual Assistant Forums (http://www.virtualassistantforums.com) allow you the opportunity to submit RFPs and interact with Virtual Assistants; thus, decreasing the difficulty and time in finding a Virtual Assistant.

When entrepreneurs are ready to make the leap and hire a Virtual Assistant, there is no need to feel overwhelmed by attempting to be the "Jack or Jill of all trades." Virtual Assistants can provide small business owners with the help they need at an affordable price.

Briggs enjoys the help she has received from Virtual Assistants, "I have been really happy and have encouraged my self-employed friends to also hire Virtual Assistants as it just makes sense on every level. It's like a good marriage-it takes time to find your best rhythms and way of responding to each other; but, if it's a good match to begin with and both parties are willing, it can be an incredibly satisfying relationship."

In order to be successful, you have to master the art of delegation. No one makes it to the top alone because success is the result of a team effort. Again, I am not trying to talk anyone out of attempting to tackle difficult tasks, but you have to know your limitations. The faster you recognize your capabilities the closer you are to achieving success. Why did you go into business? You need to consider outsourcing the following tasks if these were not mentioned in your answer:

Research: If you are like most small business owners you went into business because you wanted to follow your gut instinct. There is nothing wrong with wanting to follow your passion, but your gut instinct can only carry you so far! You can have the greatest idea in the world but if you don't have the facts and figures to support it, you will not be able to persuade others to invest or purchase your product or service. This is why research is so important. You can't be successful without determining needs that are not being met in the marketplace, knowing your competitors, etc. There are two types of research: Everyday Research and Market Research.

Everyday Research: This is what I consider to be basic research. You are typically using the internet to find the answers to basic information on a subject, company etc. using popular keywords (i.e. marketing).

Market Research: This type of research is a lot more in depth and will enable you to receive information such as demographics, psychographics (aka behavior information), statistical data based upon qualitative and quantitative data about your target market.
Why waste time trying to figure it out yourself when you could give it to someone who knows what they are doing?

Website Design: You only get once chance to make a first impression. Statistics indicate people form their opinion of a person within the first thirty seconds of meeting them. Therefore, increase your chances of making a memorable introduction with a website that reflects your personality, is welcoming and easy to navigate. I learned this lesson the hard way and am in the process of trying to remedy my mistake. Get someone else to do it and call it a day!

Blogging: Blogs are an amazing way to connect with potential customers and clients. If you are not convinced, take a look at this study HubSpot conducted (they are one of my favorite company blogs). Subscribing to the old if you build it they will come mentality is setting yourself up for failure. Producing quality content is the only way to attract and retain readers. The downside of blogs is that they do require a lot of time and effort to maintain (I discuss this in further detail in the interview I did with POV) and if you do not have the ability to devote time to ensuring your blog will pass the quality test-delegate it to someone else.

Article marketing: If you are looking for a way to establish yourself as an expert in your industry, you might want to consider article marketing. Articles drive traffic to your website (this applies to blogs too). You are probably wondering," Shouldn't I be the one writing the articles?" The answer to that question is yes and no. If you have time you can and should write the articles. However, when you go to submit your articles to various directories, you need to alter them so you have different variations of them floating around online. Do you have time do this for every article you write? If not, then you should consider getting assistance with altering the article(s) or avoid this situation altogether and hire a ghostwriter.

Social Networking: This is one of the most cost effective forms of marketing. The only currency required comes in the form of conversation. You must be willing to communicate on the turf of your target market. There are numerous sites such as Twitter, Facebook, etc. and industry forums (i.e Virtual Assistant Forums). Social networking is ideal because it will increase your brand recognition. Having profiles on numerous sites can increase your organization's exposure.

Now if you are tempted to start signing up for various social networking sites and forums-stop! Quality will always trump quantity when it comes to social networking. It is better to be on one social networking site and actively engaging with others than to have profiles on several and not participate in the community. You can connect faster if you have help.

Email Marketing: If you truly want to reinforce your message you should be conducting email marketing campaigns (it should go without saying that you better have the owner's permission). It is extremely effective because it enables you to personally deliver your message to your prospects and customers. Sending an email is not difficult but getting someone to feel like they have to read your email is another story. People are inundated with emails. What are you doing to make sure that your email stands out from the crowd? Are your subject lines catchy? Is your template design pleasing to the eye? What value will this person receive from your email? If you cannot write copy that will catch the attention of others, chances are no one will feel compelled to read your email.

Presentation preparation: You would be hard pressed to find someone who has not sat through a boring presentation. If you do not want to put people to sleep with your PowerPoint Presentation, hand it someone who will ensure that it will be concise and creative.

Online Videos: People love putting a face to a name. Allow your customers the opportunity to learn more about you by creating a video. Share information that will be of value to your customers. People buy from those they trust so create a video that reflects your company's culture. A video can be a powerful marketing tool. I urge you to think twice about attempting to do this yourself because you really don't want your company video to be one of the videos people laugh at-especially if it's not meant to be funny.

Phone/Email Support: Who doesn't want every email or phone call to be prospect ready to conduct business with you? However, not every call or email is going to be a client or prospect or even need to be answered right away. Why waste time sifting through phone calls and emails when you could be out closing deals?

Bookkeeping/Accounting: This should be one of the most obvious tasks to outsource. You need to make sure that your records are in order. This can be hard for a business owner to do because your busy trying to run your business. In addition, there are a lot of credits available to small business owners that would be missed by someone who is not familiar with tax laws. So if you want to take advantage of all the credits available to you, maintaining good records will keep the IRS off your case.

You may feel like you have to carry the burden of the aforementioned tasks alone, but this does not have to be the case. There are a variety of options small business owners can take advantage of in order to fulfill these tasks such as hiring a Virtual Assistant, bartering, etc. If the task is something you foresee yourself encountering on a daily basis, you might want to consider taking a workshop or webinar on the subject.

However, if you choose to take a class, remember to weigh the opportunity cost of doing so. The time you take in learning a task totally unrelated to your business decreases your ability to start or expand your company. Unless your business involves providing the aforementioned tasks, you are unnecessarily taking on responsibilities that can easily be eliminated via outsourcing. Outsourcing will enable you to focus on the real reasons you went into business.

Has your to do list gotten out of hand? The fastest way to get it back under control is to outsource tasks that prevent you from focusing on your business to a Virtual Assistant (Virtual Assistants can also be hired by individuals). You may be interested in partnering with a virtual assistant, but might not be familiar with how to find and work with one. The following steps will enable you to successfully find the right virtual assistant for you:

1.) Assess your needs: Virtual Assistants want to take as much as they can off of your plate so you can focus on your business. However, the only way they can accomplish this feat is if you effectively communicate the task(s) that you need them to complete.

2.) Ready, set, go! : There is a right way and a wrong way to search for a Virtual Assistant. For example, if you are seeking to find a Virtual Assistant to assist you with your article marketing and social networking, you can find one that specializes in providing these services by using the following methods:

Referrals: If you have never hired a Virtual Assistant you may experience apprehension in delegating your tasks to someone else. The best way to rid yourself from feeling this way is to ask your family or friends to recommend someone to you. It is quite natural for you to feel comfortable with using products and services recommended by people you trust. After all, if your loved ones had a great experience with a particular service or product, you probably will as well!

Forums: In the event that no one is able to refer a VA to you, then you should consider checking out forums such the Virtual Assistant Forums (VAF). Outside of referrals, this is one of the most resourceful ways to find a Virtual Assistant. Using a forum such as VAF will decrease the amount of time you spend searching for the right Virtual Assistant. Virtual Assistants specialize in performing particular services (i.e. article marketing, social media, bookkeeping, etc.) and you are able to access a large variety of Virtual Assistant profiles on forums such as VAF.

Some forums allow you to post your requests for proposal for a Virtual Assistant for free (i.e. VAF). The process is incredibly simple. You fill out a request form explaining in as much detail as possible the project you need to have completed. The forum administrator then posts your request on the forum in order for it to be visible to all the Virtual Assistants on the site. Virtual Assistants will then answer your query by email. The only real work required by you is to find one that you feel best meets your requirements.

Networking events: If you would feel more comfortable meeting a Virtual Assistant in person, then you should check out networking events held in your community (just keep in mind that Virtual Assistants work from their own office). Virtual Assistants often frequent networking events in order to find busy business owners who are in need of their services.

3.) You never get a second chance to make a first impression: Once you find a Virtual Assistant that meets your requirement, be sure to take a look at their website. You want to make sure the site has a professional appearance and lists various ways that you can access them. Does their site leave you with the impression that they are experts within their niche? The appearance and copy on a Virtual Assistant's website can indicate the quality of work you can expect to receive from your Virtual Assistant.

4.) Get to know the Virtual Assistant: The only way you will truly be able to determine if you have found the right Virtual Assistant is to contact them. This is why it is imperative that you feel comfortable with the methods listed on the Virtual Assistant's site. If you don't feel comfortable, there is bound to be a breakdown in communication; thus, resulting in a bad experience for both parties. When talking or emailing your Virtual Assistant make sure you feel at ease with the following:

Disposition: You want to work with someone you "click" with because you want to view your Virtual Assistant as someone who is committed in making sure you are successful (they are your partner). The Virtual Assistant will listen and anticipate your needs and make suggestions that they feel would benefit you.

Experience: You are probably wondering, "Why didn't you list this first?" If a Virtual Assistant's demeanor is not professional-chances are you will not even make it to this step. Regardless, of how much experience someone may have, you will not want to work with some one who you can't get along with because it is a recipe for disaster. Therefore, if the Virtual Assistant passes the disposition test, then you should proceed in finding out more about their experience.
5.) Expectations: Once you have found the Virtual Assistant that is right for you, go ahead and hire them so you can get back to doing what you want to do. When you hire your Virtual Assistant make sure to address the following:

Reiterate the project: This is one time when it is okay to sound like a broken record. Repeat the scope of the project (preferably in writing) so both parties are on the same page.

Billing: In order to avoid a "surprise," you need to address how you will be billed by your Virtual Assistant (i.e. hourly or project).

Agreement: Review the agreement that the Virtual Assistant sends you and return it in a timely manner so services can commence. Likewise, if you have a confidentiality agreement you want your Virtual Assistant to sign, send it to them as soon as possible.

Deadline: Make sure you inform your Virtual Assistant of when you need the task(s) needs to be completed.

Status Updates: Determine how frequent you will need to communicate with each other (i.e. how and when would you like to be updated on the status of your project).

Payment: Pay your Virtual Assistant according to the agreed upon method outlined in the agreement (i.e. credit card, check, etc.).

Follow these steps and chances are your list will never be out of control again!